Monitor the progress of a spare part request

Planning and Tracking

The Planning & Tracking section can be used to ensure proper processing of the request. Use the Assignee and Additional Assignee fields to assign the appropriate people to manage the request.

Use the Priority and Follow-up fields to prioritize the request and capture relevant notes. The Planning row enables you to relate this request to other entities like a product and or project. During request processing and while analyzing the requests later reviews, one might find out recurring issues with given parts to be resolved. Therefore, you can make use of the Related Processes section and initiate the given follow-up processes directly from the request.

Many of these fields can be used in Workspace Views to review requests by priority, assignee, project, and to filter requests by Follow-Up Date (for example, you can create a view that shows requests with follow-up due this week).

See Work with Custom Views.

Real Time KPIs

The Status field provides a graphic progress bar, indicating the key steps of the request’s process. The current step is highlighted in red while completed steps are shown in green. A milestone icon is shown between the quote creation status and the order received status to indicate that at this step, the answer of the requestor is expected and will decide about the possible process cancellation.

The Priority Flag is based on the field Priority in the Planning & Tracking section.

The Last Update field indicates the number of days that have passed since the last update of this request.

The Total Processing Time counts the days from the request received date to the request completion/closure date. If the request is not completed yet, it will count the days until now.

The request assignee may request additional information from the requestor and move the request to status Awaiting Response for this purpose. While the request is in this status, the field Awaiting Response will be showing a Yes with red background, making it an easy-to-use KPI in workspace views. The same is happening when the quote has been sent while the answer has not been received yet.

Workflow Activity

Every time users perform a workflow action, the system will store the given action’s data, user and name in the Workflow Activity section. In addition, the Activity Log field will capture all details and comments of all actions. The last action is always shown on top.

Workflow History

In the Workflow tab, the Workflow History drop-down tracks the changes made to the workflow, including moving the workflow to another state, who made the changes, and the comments added by the participants of the workflow.

Milestones

Various target dates can be defined in the Milestones tab. This enables tracking of multiple requests in a timeline. The following table outlines some examples of milestones you might create.

Change Log

All actions taken and comments added to the project are logged in the Change Log tab of the project.